1. E-mail Management System Consulting Services Chris Teague, CPSM June 17, 2015 www.emwd.org 1

2. E-mail Management System Consulting Services www.emwd.org 2 Presentation Overview o Problem Statement  Example o RFP 2708 Results o Consultant Scope & Cost o Recommendation

3. E-mail Management System Consulting Services www.emwd.org 3 Problem Statement – o Increase of Public Records/eDiscovery Requests o Difficulty and Cost of Complying with Requests  Basic search capabilities  Multiple ways to save e-mail  Retention schedule YearNumber of RequestsPercentage Change (YOY) 201222 201353141% 2014114115% 2015 *(through April)39 37%*

4. E-mail Management System Consulting Services www.emwd.org 4 Example of Recent Searches o Two Requests  14,000 E-mails  181 were ultimately responsive to the requests  Approximately 170 staff hours were expended Cost of $19,000  Limited number of e-mail accounts

5. E-mail Management System Consulting Services www.emwd.org 5 Goal o Reduce Risk, Ensure Compliance and Maintain Transparency Released in November 2014 Five Proposals Received Cross Functional Team of Evaluators o Information Systems o Records Management o New Business RFP 2708

6. E-mail Management System Consulting Services www.emwd.org 6 RFP 2708 Results o Short List of Qualified Firms o Contoural, Inc.  Broad Customer Base  Fortune 500 Companies  Utilities, Cities CompanyRating Contoural, Inc.3.63 Access Sciences3.45 Kaizen Resources2.78

7. E-mail Management System Consulting Services www.emwd.org 7 Phases, Deliverables & Cost PhaseDeliverablesCost 1 - Assessment  Develop E-mail Retention Policy  Record Operational and Risk Thresholds for E-mail Management and Information Governance  Identify Business & Technical Requirements  Create an Assessment Report  Develop Legacy E-mail Remediation Plan $77,740 2 – Procurement  Create Solution Requirements  Develop a List of Qualified Software Solutions  Prepare Vendor Demonstration Test Plans/Scripts  Develop Vendor Comparison Summary $76,120 3 – Implementation  Develop Change Management & Training Scope  Prepare Communications & Training Plan  Create Retention Policy Test Plan  Provide Subject Matter Expertise during Implementation  Complete Enterprise Rollout Plan $68,640

8. E-mail Management System Consulting Services www.emwd.org 8 Recommendation Authorize Consulting Agreement with Contoural, Inc. up to an Amount of $222,500 Covering Phases 1 – 3

9. Contact Information EASTERN MUNICIPAL WATER DISTRICT Chris Teague Contracts Manager www.emwd.org 9